Best Practices in Grant WritingBest Practices in Grant WritingThe Bayer Fund

What is a Grant Proposal?

A grant proposal is a clear statement of need, the plan to serve that need, and a specific request for funds to support the successful implementation of that plan.

A good proposal should: 1. Explain the need/problem;2. Describe the strategy (project) to address the problem and specify

expected (tangible and realistic) results of the strategy;3. Demonstrate that the organization has the ability to implement the

strategies;4. Provide details on usage of the requested funds; and,5. Be clear, complete, easy to understand, and compelling!

Writing a Winning Proposal – Best Practices Part 1 • Review thoroughly – Read through grant criteria/

requirements and follow directions/ instructions. • Be specific – Quantify where possible; provide data/research.• Be realistic – Solving world hunger or providing 500 meals;

improving number of students going to college or improving test scores.

• Create confidence – Share your success in implementing similar kinds of projects or share the research that the strategy has worked.

• Be professional – Review for grammatical and spelling errors, especially for online systems; format professionally; ensure all documents are submitted in English.

Writing a Winning Proposal – Best Practices Part 2 • Avoid Acronyms:

– A variety of professionals serve on review committees that help to make funding decisions. Thus, avoid using acronyms that are not explained.

• Be Clear:– Proposal reviewers will often try to summarize the proposed project in a

brief description. A strong proposal articulates a complete and concise project description.

• Spell Check:– Proposals with errors make reviewers question your ability to carry out a

proposed project. Be sure that your application has been reviewed for potential mistakes.

• Consider the Reader:– Be sure to provide the reader with all necessary information, even if you

have applied to the Fund before or are applying for a renewal grant. Grant reviewers change so don’t assume the reviewer has background knowledge.

Goals and Objectives

• Goal: Big picture, conceptual purpose– Example: Our after-school program will help children read

better.

• Objective: SMART (specific, measureable, achievable, relevant, time-bound)

– Example: Our after-school program will assist 50 elementary school children in improving their reading scores by one grade level as demonstrated by standardized reading tests administered after participating in the program for six months.

Types of SMART Objectives

• Behavioral – A human action is anticipated. – Example: Sixty-five of 70 (93%) children participating will learn tangible

gardening and nutrition information and skills by the end of the six month school garden program.

• Performance – A specific proficiency level is expected. – Example: Fifty of the 70 children (71%) will pass a basic nutrition proficiency

test administered by our certified nutritionist by the end of the six month school garden program.

• Process – The manner in which something occurs is an end in itself. – Example: We will document the teaching methods utilized throughout the six

month school garden program, identifying those with the greatest success. • Product – A tangible item results.

– Example: At the end of the six month course, a manual will be created to be used in teaching gardening and nutrition to this age group in the future.

http://foundationcenter.org/getstarted/tutorials/shortcourse/index.html

Measuring Objectives

Qualitative Evaluation• Observation

– Change in knowledge– Change in attitude/motivation– Change in skills/behavior

• Interviews/Focus Groups– Change in knowledge– Change in attitude/motivation– Change in skills

Quantitative Evaluation• Pre/Post Survey or Test

– Change in knowledge– Change in attitude/motivation– Change in skills

• Standardized Tests/Grades– Changes in test scores– Changes in course grades

Exercise: Examples from Actual Proposals

The paragraphs on the following slides are pulled from actual proposals. Read them and look for ways each section could be improved.

• Comments in RED indicate proposal weaknesses.• Comments in GREEN indicate proposal strengths.

Describing Need and Purpose: Actual Proposal ParagraphTo seek improvement in math and science instruction using ipadtechnology.. To provide quality profesional development that will carry teachers and students into the future by utilizing technology. The district is in need of professional development to implement skills in technology that we currently do not possess.

Describing Need and Purpose: Review Committee QuestionsTo seek improvement in math and science instruction using Ipadtechnology.. To provide quality profesional development that will carry teachers and students into the future by utilizing technology. The district is in need of professional development to implement skills in technology that we currently do not possess. How? Through onsite trainings? Conferences? How much training? How many teachers?

Describing Need and Purpose: Actual Proposal ParagraphAs the student population decreases, it is becoming increasingly hard to offer a broad curriculum which meets the needs of the students. Teachers need to be cross certified and the curriculum needs to meld so that "real learning" can take place and the same curriculum can meet the needs of both the college bound and vocational students. The intention of this grant to fuse the efforts of our 30 teachers and 600 students so that all recognize that math, science, and agriculture are intricately linked and that the subjects would be best learned with hands on activities and practical experiences which will result in improved test scores in all three disciplines.

Describing Need and Purpose: Review Committee HighlightsAs the student population decreases, it is becoming increasingly hard to offer a broad curriculum which meets the needs of the students. Teachers need to be cross certified and the curriculum needs to meld so that "real learning" can take place and the same curriculum can meet the needs of both the college bound and vocational students. The intention of this grant to fuse the efforts of our 30 teachers and 600 students so that all recognize that math, science, and agriculture are intricately linked and that the subjects would be best learned with hands on activities and practical experiences which will result in improved test scores in all three disciplines.

Describing Need and Purpose: Actual Proposal ParagraphOver the past six years, our school district has made significant investments in technology infrastructure and staff development. All of our 50 classrooms are now equipped with interactive white boards; we have employed a full-time network technician; and we have developed a technology professional development strand to ensure continuous improvement in the integrated use of technology. The next phase in our digital conversion is the 1:1 initiative, which is based on research on best practices in other school districts. Through interviews with teachers, we have found that the stationary computer lab and our mobile computer lab are insufficient to meet the central need of our staff and students: immediate and consistent access to the local network and the Internet. We are seeking funding to supplement the costs for the initial capital outlay, staff development, and assessment of a 1:1 computer initiative for grades 9-12, comprising 300 students.

Describing Need and Purpose: Review Committee HighlightsOver the past six years, our school district has made significant investments in technology infrastructure and staff development. All of our 50 classrooms are now equipped with interactive white boards; we have employed a full-time network technician; and we have developed a technology professional development strand to ensure continuous improvement in the integrated use of technology. The next phase in our digital conversion is the 1:1 initiative, which is based on research on best practices in other school districts. Through interviews with teachers, we have found that the stationary computer lab and our mobile computer lab are insufficient to meet the central need of our staff and students: immediate and consistent access to the local network and the Internet. We are seeking funding to supplement the costs for the initial capital outlay, staff development, and assessment of a 1:1 computer initiative for grades 9-12, comprising 300 students.

Describing Budgets: OK, Better and Best

• $10,000 for reading improvement; for what? How many?

• $10,000 for reading improvement, including $7,000 for teacher training for 10 teachers and substitute time and $3,000 for materials and new books; how were totals calculated?

• $10,000 for reading improvement, including $5,000 for teacher training for 10 teachers at (10x$500 each), $2,000 for teacher substitute time ($20/hr x 10 hrs x 10 classrooms), and $3,000 for materials and new books ($200 new books and $100 materials x 10 classrooms); Great detail!

Budget Template/Samples

• The Bayer Fund has a standard budget template that must be included with all applications.

• Instructions for filling out the budget can be found on the spreadsheet.

• Remember to show the total line item expenses, as well as the amount that you are asking for per line item.

• Be as specific on your budget as you can. Doing the research shows you are prepared to begin carrying out the project proposed.

Budget Template: Program ExpenseBayer Fund Project/Program Budget Worksheet: Part II. Program ExpensesExpenses should include all program expenses, and please specify the allocation of the Bayer Fund grant for each expense line (full or partial) in Column N. Please Note: Complete only shaded areas, all other values will automatically calculate. Double-click below in the shaded areas to complete the Budget Worksheet.

Organization Name:

Program Expense

Expense CategoriesDescription of Expense

(i.e. counselor; professional development training; food for after-school program; laptop computers; etc)

Cost Per Unit (i.e. enter full time salary; enter cost for each meal; enter cost for equipment

to be purchased; etc.)

Total Quantity (i.e. enter percent of

salary; enter percent for tax rate; enter number

of meals or laptops; etc)

TOTAL Program Expense

Amount of Bayer Fund Grant Allocated

for Each Line Item

Remaining Program Costs

Supported by Other Resources

Salaries $0.00 $0.00

How do you plan to fund this

program?

Salaries $0.00 $0.00

Salaries $0.00 $0.00

Benefits & Payroll Taxes $0.00 $0.00

Contractual Services $0.00 $0.00

Trainings/Conferences $0.00 $0.00

Printing/Publications $0.00 $0.00

Travel $0.00 $0.00

Vehicle Costs $0.00 $0.00

Food $0.00 $0.00Technology (hardware, software, systems) $0.00 $0.00

Equipment Purchase $0.00 $0.00

Supplies $0.00 $0.00

Other: $0.00 $0.00

Other: $0.00 $0.00

Other: $0.00 $0.00

Other: $0.00 $0.00TOTAL

COLUMN EXPENSES $0.00 $0.00 $0.00

Requested Bayer Fund Grant

Other AnticipatedResources

Should equal the amount requested from the Monsanto Fund

$ -

$ -

Should equal the amount

requested from additional resources

Deficit/Surplus $0.00 $0.00

Budget Template Sample: Program Expense –Science EducationBayer Fund Project/Program Budget Worksheet: Part II. Program ExpensesExpenses should include all program expenses, and please specify the allocation of the Monsanto Fund grant for each expense line (full or partial) in

Column N. Please Note: Complete only shaded areas, all other values will automatically calculate. Double-click below in the shaded areas to complete the Budget

Worksheet.

Organization Name: SCIENCE ED SAMPLE

Program Expense Expense Categories Description of Expense (i.e. counselor; professional development training; food for after-school program; laptop computers; etc)

Cost Per Unit (i.e. enter full time salary; enter cost for each meal;

enter cost for equipment to be purchased; etc.)

Total Quantity (i.e. enter percent of

salary; enter percent for tax rate; enter number of

meals or laptops; etc)

TOTAL Program Expense

Amount of Bayer Fund Grant Allocated

for Each Line Item

Remaining Program Costs

Supported by Other Resources

Salaries Teacher Training Coordinator - $180 per day at 36 total days

$ 180.00 36

$6,480.00 $ 6,480.00

$0.00

How do you plan to fund this program?

Salaries Teacher participation stipend - $230 per teacher at 30

teachers

$

230.00 30

$6,900.00 $

6,900.00

$0.00

Salaries $0.00 $0.00Benefits & Payroll Taxes $0.00 $0.00Contractual Services $0.00 $0.00Trainings/Conferences 2 days of professional development workshops to share

experiences and train additional teachers, $2500 per day

$

2,500.00 2

$5,000.00 $

5,000.00

$0.00

Printing/Publications Nominal printing $

0.10 200

$20.00 $

20.00

$0.00

Travel $0.00 $0.00Vehicle Costs $0.00 $0.00Food $0.00 $0.00Technology (hardware, software,

systems)

$0.00 $0.00

Equipment Purchase $0.00 $0.00Supplies $0.00 $0.00Other: BOOKS Estimated @ $15 per book for 15 students in each of 30

classrooms

$

10.00 450

$4,500.00 $

4,500.00

$0.00

Other: Supplies stipend for teacher

usage

$70 stipend for supplies for use during each of 30 lessons $

70.00 30

$2,100.00 $

2,100.00

$0.00

Other: $0.00 $0.00Other: $0.00 $0.00

Other: $0.00 $0.00Other: $0.00 $0.00Other: $0.00 $0.00Other: $0.00 $0.00

TOTAL COLUMN

EXPENSES

$25,000.00 $25,000.00 $0.00

Requested Bayer Fund Grant

Other AnticipatedResources

Should equal the amount

requested from the Monsanto Fund

$

25,000.00

0 Should equal the

amount requested from

additional resourcesDeficit/

Surplus

$0.00 $0.00

Strong Proposals to the Bayer Fund Will Include:

Project Description:• Clear project goals• Clear project details, including the specific activities and timelines

Project Participants:• Clear description of who will benefit from the proposed project,

including numbers of participants• Clear description of why the target population is in need of the

proposed project or services

Strong Proposals to the Bayer Fund Will Include:

Project Impact: • Clear and realistic project goals • Clear description of how the project’s progress will be assessed,

and what indicators will be used to determine impact• Clear description of how the project’s activities and impact may

continue beyond the life of the grant

Project Budget:• Clear description of how the grant will be used, including clear

calculations and relevant cost explanations

Four Types of Proposals

Good Project / Well Written

Good Project / Poorly Written

Unclear Project / Well Written

Unclear Project / Poorly Written

Resources

• School Tools on the AFGRE website – includes a checklist and other grant-writing supports

http://www.americasfarmers.com/recognition-programs/school-tools/

• Colleague – Ask a colleague to review the draft

• Foundation Center – short course & webinar http://foundationcenter.org/getstarted/tutorials/shortcourse/index.htmlhttp://grantspace.org/Multimedia-Archive/Webinars/Proposal-Writing-Basics

• Bayer Fund Information – www.monsantofund.org

Best Practices in Grant WritingThank You!